Help/Membership/Set up Membership

Set up Membership

Two screens go in once: Settings, which decides the dates on everybody’s bill and how they pay you, and Categories, which decides what each kind of member pays. Do them before you add anybody.

Screenshots use a fictional organisation and figures.

Your organisation

1. Open Membership from the menu at the top of the back office, and press Settings in the sidebar.

2. Under Your organisation, fill in the Name, your UEN, the Email members reply to and a Phone number. The name is who receipts and reminders say they are from, and members’ replies go to that email.

3. Press Save at the top when you have finished the whole page.

Your subscription year

This decides the dates on everybody’s bill, so it is worth a minute.

1. Under How does your membership year run?, pick The same date for everybody (most Singapore societies) or From the day each member joined.

2. For the same date, set The year ends on, for example 31 December. A year running April to March is named after the year it ends in.

3. Under Somebody joining part-way through, pick They pay the full fee or Pro-rate it by the month. Pro-rating charges for the whole months left, counting the month they joined.

4. Set the Grace period (days): how long after their subscription runs out somebody still shows as due, before they show as lapsed.

   Screenshot coming

How members pay you

1. Under How members pay you, choose whether PayNow is registered to A UEN or A mobile number, then fill in the PayNow UEN or mobile and The name that shows on PayNow.

2. Add Bank details, for a transfer or a cheque if members pay that way. It goes into the reminder email word for word.

3. Tick Do not show the PayNow number in reminders if the committee sends payment details another way.

Member and receipt numbers

Under Numbering, set the prefix and starting number for Member numbers (such as M-0001) and Receipt numbers (such as RCT-0001). If you are carrying on from an old receipt book, start at the next number. A change only affects the next one issued, never the ones already out.

Your P&L and your alerts

Under Your books and your alerts:

• Put subscription income into my P&L is on to start with. Every receipt becomes a line of membership income, dated the day the money came in.
• Tell me on Telegram when a payment is recorded and Tell me on Telegram when a member is added use the Telegram chat you connected once in Settings → Notifications, the same one every module uses.
• Tell me when an email to a member does not go: keep this on. The member will not know a reminder or receipt failed.

Add your categories

1. Press Categories in the sidebar, then Add a category.

2. Fill in What is it called?, then pick how the fee works under How does the fee work?:

   • Every year: a yearly subscription. Most categories.
   • Every month: a monthly subscription.
   • One payment: paid once and never expires. Life members never appear on the outstanding list.
   • No fee: honorary members. Nothing to pay and nothing to renew.

3. Fill in the Subscription fee and, if you charge one, the Entrance fee. The entrance fee is added once, to their very first subscription.

4. For a company that joins as one member, tick This is a corporate membership and set how many Named contacts included. Press Save.

   Screenshot coming

To stop offering a category, edit it and untick Offer this category. Every past subscription stays readable. A category that still has members in it cannot be deleted: move them first, or switch it off.

Give the committee a login

1. In the back office, go to Settings, Team, and invite each committee member by email.

2. On the Membership row, choose Read for somebody who only needs to look, or Write for the secretary and treasurer, who record payments and send reminders.

3. After the AGM, remove the outgoing committee and invite the new one. Every change they made stays on each member’s history with their email.

Questions

Next: Your members · ← Membership